Dear all,

Further to the emails below.  I looked into this in relation to our new 2016 guidance (published in November)www.ecu.ac.uk/publications/trans-staff-and-students-in-he-and-colleges-improving-experiences/ and sought advice from our lawyers and various trans organisations. In the guidance we make clear that there is no such thing as a 'legal name'. Names are formally given.

 

There are two ways in which people can formally change their given name - by deed poll or by statutory declaration of name change. We make clear that HEIs should accept either of these methods but that a formal change of name is only required for the purpose of degree certificates. Not all HEIs do require a formal change of name to issue a degree certificate in a name that is different to the one in which they registered - it will depend on the relationship they have with their trans students - but many do. We understand from our lawyers that it is likely to be reasonable for them to do so. 


 HEIs will have different processes in place for requesting name changes  and we make clear that staff and students can request a name change at any point. If a student does not change their name formally it will need to be made clear that there could be limitations in relation to degree certificates. The guidance also outlines other factors that staff and students will need to consider when changing their name. We provide a template which accompanies the new guidance from which staff and students can request a name change. 


Kind regards

Ellen


Sent from my iPhone

On 29 Nov 2016, at 00:11, "ADMIN-EO automatic digest system" <[log in to unmask]> wrote:

There are 4 messages totaling 5880 lines in this issue.

Topics of the day:

 1. Changes to student records (3)
 2. Keeping Race Equality on the Agenda

----------------------------------------------------------------------

Date:    Mon, 28 Nov 2016 16:05:18 +0000
From:    "Lee, Susan" <[log in to unmask]>
Subject: Re: Changes to student records

Yes, please . we would be interested.

Thanks
Susan

From: HEEON equal opportunities list [mailto:[log in to unmask]] On Behalf Of Carol.Kilgannon
Sent: 28 November 2016 13:08
To: [log in to unmask]
Subject: Re: Changes to student records

Hi All

I have recently collated  the policies and approaches to this issue of all but 27 Universities in the UK (that 27 have no visible policy and have not responded yet to request for further info).

I can see that the sector has a very wide and varied approach to what “proof” is required. I have concerns that some/many of those proofs are discriminatory and can also see no advice here from the ECU Guidance.

I have commissioned a legal advice on the issue and am able to report on this with an expectation that we will change our own policy (it outlines the “safe” level of required “proof”).  I have also approached ECU and Stonewall about disseminating my findings.

Let me know if you are interested and I will ensure you are kept informed.

Regards,
Carol

Carol Kilgannon
Director of Equality and Staff Development
University of Winchester
Sparkford Road
Winchester
SO22 4NR

telephone: 01962 ext: 7391

From: HEEON equal opportunities list [mailto:[log in to unmask]] On Behalf Of Dave Small
Sent: 28 November 2016 09:12
To: [log in to unmask]
Subject: Re: Changes to student records

Colleagues

This questions has opened up some queries for me. I do not see the new ECU guidance making this very clear.

We currently accept a student letter or email clearly stating what they want regard names/gender as a formal name change request that is then used to update a students records according to their wishes. This is not a "known as" but replaces name on student records. We hold the students request on record as their formal request. This then impacts on the name used on the degree certificate.

I am now concerned we might be doing this incorrrectly? I wondered if anyone had clarity on this? I will also chat to ECU




Dave






On 25 November 2016 at 15:45, Mark Harrison <[log in to unmask]<mailto:[log in to unmask]>> wrote:
Thanks Anna

That's super helpful.

Hope all good with you.

All the best

Mark

Mark Harrison
Diversity and Inclusion Manager
Governance and Compliance Directorate
SOAS
University of London
Thornhaugh Street,
Russell Square, London WC1H 0XG
Tel: +44 (0)20 7898 4957
[log in to unmask]<mailto:[log in to unmask]>
[log in to unmask]<mailto:[log in to unmask]>   http://www.soas.ac.uk<http://www.soas.ac.uk/>

On 25 November 2016 at 13:51, Anna Spragg <[log in to unmask]<mailto:[log in to unmask]>> wrote:
Hi Mark

Students do not need any legal documentation to change either name or gender at the point of Registry.

At Goldsmiths, we would just ask them to write a letter which states the following information:

-          Outlining their intention to transition and the gender they would like to have recorded on the system.

-          Outlining the name they were recognised as previously and the name they would like to have recorded on the system (if there is a change).

-          Outlining that they consent for this information to be used to change their official records and that they are happy for this letter to be stored on their file securely.

However, in terms of degree certification, a student would need to have legally changed their name in order to issue a degree certificate in their new name. Obviously if a student is able to provide a Deed pol’s etc. at the point of registry, it makes it a lot easier for the purpose of issuing their degree certificate at a later stage.
It is worth mentioning to students who don’t provide legal documentation of name change at the point of registry, that if they do legally change their name/gender at a later date, it would be worth providing the certificate when they receive it to ensure that this is covered.

I hope that is of some help.

Best wishes

Anna Spragg

Equality and Diversity Advisor
Goldsmiths, University of London
New Cross
London
SE14 6NW

T: 0207 717 (3194)

E: [log in to unmask]<mailto:[log in to unmask]>
www.gold.ac.uk<http://www.gold.ac.uk/>

[Goldsmiths]

[cid:image010.jpg@01D14C5C.9C59D450]          [http://disabilityinbusiness.files.wordpress.com/2012/10/disability-two-ticks-e.gif]     [stonewall-diversitychampion-logo-black NEW 2016]

From: HEEON equal opportunities list [mailto:[log in to unmask]<mailto:[log in to unmask]>] On Behalf Of Mark Harrison
Sent: 25 November 2016 13:37
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Changes to student records

Colleagues,

We are currently revisiting our approach to ensuring gender reassignment and trans equality.

Can I ask you to share your practice in respect of changes to student records?

What documentation do you require from trans students in order to make changes to their formal records and to their degree certificate?

Many thanks

Mark


Mark Harrison
Diversity and Inclusion Manager
Governance and Compliance Directorate
SOAS
University of London
Thornhaugh Street,
Russell Square, London WC1H 0XG
Tel: +44 (0)20 7898 4957<tel:%2B44%20%280%2920%207898%204957>
[log in to unmask]<mailto:[log in to unmask]>
[log in to unmask]<mailto:[log in to unmask]>   http://www.soas.ac.uk<http://www.soas.ac.uk/>




--


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guarantee in England and Wales number 5969256.

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4NR

------------------------------

Date:    Mon, 28 Nov 2016 16:40:35 +0000
From:    Valerie Russell Emmott <[log in to unmask]>
Subject: Re: Changes to student records

Hi Carol

Thanks so much, we would definitely be interested at UWE Bristol.

Regards,

Valerie

Valerie Russell Emmott
Equality and Diversity Manager
UWE Bristol, Frenchay campus
• 0117 328 2624 | • [log in to unmask]<mailto:[log in to unmask]>

[cid:image007.jpg@01D19002.081456A0]      [cid:image009.jpg@01D19002.081456A0]      [cid:image003.jpg@01D23C2B.2D24EA60]        [cid:image013.jpg@01D19002.081456A0]       [cid:image005.png@01D23C2B.2D24EA60]

[cid:image006.png@01D23C2B.2D24EA60]




From: HEEON equal opportunities list [mailto:[log in to unmask]] On Behalf Of Carol.Kilgannon
Sent: 28 November 2016 13:08
To: [log in to unmask]
Subject: Re: Changes to student records

Hi All

I have recently collated  the policies and approaches to this issue of all but 27 Universities in the UK (that 27 have no visible policy and have not responded yet to request for further info).

I can see that the sector has a very wide and varied approach to what “proof” is required. I have concerns that some/many of those proofs are discriminatory and can also see no advice here from the ECU Guidance.

I have commissioned a legal advice on the issue and am able to report on this with an expectation that we will change our own policy (it outlines the “safe” level of required “proof”).  I have also approached ECU and Stonewall about disseminating my findings.

Let me know if you are interested and I will ensure you are kept informed.

Regards,
Carol

Carol Kilgannon
Director of Equality and Staff Development
University of Winchester
Sparkford Road
Winchester
SO22 4NR

telephone: 01962 ext: 7391

From: HEEON equal opportunities list [mailto:[log in to unmask]] On Behalf Of Dave Small
Sent: 28 November 2016 09:12
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Re: Changes to student records

Colleagues

This questions has opened up some queries for me. I do not see the new ECU guidance making this very clear.

We currently accept a student letter or email clearly stating what they want regard names/gender as a formal name change request that is then used to update a students records according to their wishes. This is not a "known as" but replaces name on student records. We hold the students request on record as their formal request. This then impacts on the name used on the degree certificate.

I am now concerned we might be doing this incorrrectly? I wondered if anyone had clarity on this? I will also chat to ECU




Dave






On 25 November 2016 at 15:45, Mark Harrison <[log in to unmask]<mailto:[log in to unmask]>> wrote:
Thanks Anna

That's super helpful.

Hope all good with you.

All the best

Mark

Mark Harrison
Diversity and Inclusion Manager
Governance and Compliance Directorate
SOAS
University of London
Thornhaugh Street,
Russell Square, London WC1H 0XG
Tel: +44 (0)20 7898 4957
[log in to unmask]<mailto:[log in to unmask]>
[log in to unmask]<mailto:[log in to unmask]>   http://www.soas.ac.uk<http://www.soas.ac.uk/>

On 25 November 2016 at 13:51, Anna Spragg <[log in to unmask]<mailto:[log in to unmask]>> wrote:
Hi Mark

Students do not need any legal documentation to change either name or gender at the point of Registry.

At Goldsmiths, we would just ask them to write a letter which states the following information:

-          Outlining their intention to transition and the gender they would like to have recorded on the system.

-          Outlining the name they were recognised as previously and the name they would like to have recorded on the system (if there is a change).

-          Outlining that they consent for this information to be used to change their official records and that they are happy for this letter to be stored on their file securely.

However, in terms of degree certification, a student would need to have legally changed their name in order to issue a degree certificate in their new name. Obviously if a student is able to provide a Deed pol’s etc. at the point of registry, it makes it a lot easier for the purpose of issuing their degree certificate at a later stage.
It is worth mentioning to students who don’t provide legal documentation of name change at the point of registry, that if they do legally change their name/gender at a later date, it would be worth providing the certificate when they receive it to ensure that this is covered.

I hope that is of some help.

Best wishes

Anna Spragg

Equality and Diversity Advisor
Goldsmiths, University of London
New Cross
London
SE14 6NW

T: 0207 717 (3194)

E: [log in to unmask]<mailto:[log in to unmask]>
www.gold.ac.uk<http://www.gold.ac.uk/>

[Goldsmiths]

[cid:image010.jpg@01D14C5C.9C59D450]          [http://disabilityinbusiness.files.wordpress.com/2012/10/disability-two-ticks-e.gif]     [stonewall-diversitychampion-logo-black NEW 2016]

From: HEEON equal opportunities list [mailto:[log in to unmask]<mailto:[log in to unmask]>] On Behalf Of Mark Harrison
Sent: 25 November 2016 13:37
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Changes to student records

Colleagues,

We are currently revisiting our approach to ensuring gender reassignment and trans equality.

Can I ask you to share your practice in respect of changes to student records?

What documentation do you require from trans students in order to make changes to their formal records and to their degree certificate?

Many thanks

Mark


Mark Harrison
Diversity and Inclusion Manager
Governance and Compliance Directorate
SOAS
University of London
Thornhaugh Street,
Russell Square, London WC1H 0XG
Tel: +44 (0)20 7898 4957<tel:%2B44%20%280%2920%207898%204957>
[log in to unmask]<mailto:[log in to unmask]>
[log in to unmask]<mailto:[log in to unmask]>   http://www.soas.ac.uk<http://www.soas.ac.uk/>




--


Dave Small | Equality & Diversity Manager | University of Portsmouth | Unit 2 Room 1.30 | St Andrew's Court |St Michael’s Road| Portsmouth | PO1 2PR

[log in to unmask]<mailto:[log in to unmask]> | 023 9284 5774 |[https://docs.google.com/uc?export=download&id=0B4V6Kx2Rwt0uelNhN2t2ai1rNm8&revid=0B4V6Kx2Rwt0uSkZab09IQ0ZFNjVhZ2tZWEJjN3ljY0FLbjVRPQ] @UoPequality <https://twitter.com/#!/uopequality> | http://www.port.ac.uk/equality

[https://docs.google.com/uc?export=download&id=0B4V6Kx2Rwt0uelNhN2t2ai1rNm8&revid=0B4V6Kx2Rwt0uSkZab09IQ0ZFNjVhZ2tZWEJjN3ljY0FLbjVRPQ]  Signup to the weekly UoP Equality & Diversity Twitter Newsletter<http://paper.li/uopequality/1444138283?edition_id=78af4a60-7d69-11e5-aa0d-0cc47a0d164b&utm_campaign=paper_sub&utm_medium=email&utm_source=subscription>

[https://docs.google.com/a/port.ac.uk/uc?id=0B4V6Kx2Rwt0uWmFLRzV6VkJ0REk&export=download] Student Equality Moodle Resource<http://moodle.port.ac.uk/course/view.php?id=8501>

Check access to our buildings at DisabledGo<http://www.disabledgo.com/en/org/university-of-portsmouth>

[https://docs.google.com/uc?export=download&id=0B4V6Kx2Rwt0ueDhtX0dBRmVnTTA&revid=0B4V6Kx2Rwt0udzZScUtiOStyd0xJLzNlNkVKTUhWUnRiekJnPQ] [https://docs.google.com/uc?export=download&id=0B4V6Kx2Rwt0uMXdWUHRxT2h6dGM&revid=0B4V6Kx2Rwt0ueHozYVlMRVNQUXlnUDhSaEx1eXNCQzZvS1pZPQ]  [https://docs.google.com/uc?export=download&id=0B4V6Kx2Rwt0uMi1qajVRY3lkTWc&revid=0B4V6Kx2Rwt0ueFRuaFh3QXN1UGlZa0hhaVhHT3ZqMlZWR01FPQ]    [https://docs.google.com/uc?export=download&id=0B4V6Kx2Rwt0ub1hjMTQ0LUJoS28&revid=0B4V6Kx2Rwt0uNU1DaTNWOWNLU0JxS1dYbXlROGFYM3Z3Q25jPQ]    [https://docs.google.com/uc?export=download&id=0B4V6Kx2Rwt0uZW1VUkU4bi15Nm8&revid=0B4V6Kx2Rwt0uQncxU0RLOFZXbTk3RzRkaXdTVy8xaXBHWU84PQ]   [https://docs.google.com/a/port.ac.uk/uc?id=0B4V6Kx2Rwt0uM1NtUWIzT3NNb28&export=download]   [https://docs.google.com/uc?export=download&id=0B4V6Kx2Rwt0ucFpRbk14b0VOekk&revid=0B4V6Kx2Rwt0uZk9WdmZaaDZNNVhvWCtrb09MTWwyRStRaGlFPQ]







[University of Winchester]



University of Winchester, a private charitable company limited by

guarantee in England and Wales number 5969256.

Registered Office: Sparkford Road, Winchester, Hampshire SO22

4NR

------------------------------

Date:    Mon, 28 Nov 2016 17:44:18 +0000
From:    "Beaufoy, Sandra" <[log in to unmask]>
Subject: Re: Changes to student records

Me too please!

Sandra


Sandra Beaufoy
Diversity and Inclusion Adviser
Human Resources
University of Warwick
University House
Coventry
CV4 8UW
Tel: 024 76 574479
Email: [log in to unmask]<mailto:[log in to unmask]>
Follow us on twitter @Equality at Warwick<https://twitter.com/Warwickequality> for news, events and updates.

   [cid:image005.png@01D193D7.FF3414B0] [cid:image006.jpg@01D193D7.FF3414B0]



From: HEEON equal opportunities list [mailto:[log in to unmask]] On Behalf Of Julie Campbell
Sent: 28 November 2016 14:33
To: [log in to unmask]
Subject: Re: Changes to student records

Yes please, I'd like to be kept in the loop.

Julie

On 28 November 2016 at 14:04, Getty, Angela <[log in to unmask]<mailto:[log in to unmask]>> wrote:
Hi Carol,

I would like to be kept informed in this regard. This is an area I had hoped would be covered in the revised ECU guidance, as most queries I receive are from our student registry (especially where qualifications are presented in a different name/gender to the preferred name/gender).

Regards,

Angela


[Ulster University]
Angela Getty
Equality and Legal Manager
T: 028 9036 8869
E: [log in to unmask]<mailto:[log in to unmask]> W: www.ulster.ac.uk<http://www.ulster.ac.uk/>



From: HEEON equal opportunities list [mailto:[log in to unmask]<mailto:[log in to unmask]>] On Behalf Of Carol.Kilgannon
Sent: 28 November 2016 13:08

To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Re: Changes to student records

Hi All

I have recently collated  the policies and approaches to this issue of all but 27 Universities in the UK (that 27 have no visible policy and have not responded yet to request for further info).

I can see that the sector has a very wide and varied approach to what “proof” is required. I have concerns that some/many of those proofs are discriminatory and can also see no advice here from the ECU Guidance.

I have commissioned a legal advice on the issue and am able to report on this with an expectation that we will change our own policy (it outlines the “safe” level of required “proof”).  I have also approached ECU and Stonewall about disseminating my findings.

Let me know if you are interested and I will ensure you are kept informed.

Regards,
Carol

Carol Kilgannon
Director of Equality and Staff Development
University of Winchester
Sparkford Road
Winchester
SO22 4NR

telephone: 01962 ext: 7391

From: HEEON equal opportunities list [mailto:[log in to unmask]<mailto:[log in to unmask]>] On Behalf Of Dave Small
Sent: 28 November 2016 09:12
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Re: Changes to student records

Colleagues

This questions has opened up some queries for me. I do not see the new ECU guidance making this very clear.

We currently accept a student letter or email clearly stating what they want regard names/gender as a formal name change request that is then used to update a students records according to their wishes. This is not a "known as" but replaces name on student records. We hold the students request on record as their formal request. This then impacts on the name used on the degree certificate.

I am now concerned we might be doing this incorrrectly? I wondered if anyone had clarity on this? I will also chat to ECU




Dave






On 25 November 2016 at 15:45, Mark Harrison <[log in to unmask]<mailto:[log in to unmask]>> wrote:
Thanks Anna

That's super helpful.

Hope all good with you.

All the best

Mark

Mark Harrison
Diversity and Inclusion Manager
Governance and Compliance Directorate
SOAS
University of London
Thornhaugh Street,
Russell Square, London WC1H 0XG
Tel: +44 (0)20 7898 4957<tel:%2B44%20%280%2920%207898%204957>
[log in to unmask]<mailto:[log in to unmask]>
[log in to unmask]<mailto:[log in to unmask]>   http://www.soas.ac.uk<http://www.soas.ac.uk/>

On 25 November 2016 at 13:51, Anna Spragg <[log in to unmask]<mailto:[log in to unmask]>> wrote:
Hi Mark

Students do not need any legal documentation to change either name or gender at the point of Registry.

At Goldsmiths, we would just ask them to write a letter which states the following information:

-          Outlining their intention to transition and the gender they would like to have recorded on the system.

-          Outlining the name they were recognised as previously and the name they would like to have recorded on the system (if there is a change).

-          Outlining that they consent for this information to be used to change their official records and that they are happy for this letter to be stored on their file securely.

However, in terms of degree certification, a student would need to have legally changed their name in order to issue a degree certificate in their new name. Obviously if a student is able to provide a Deed pol’s etc. at the point of registry, it makes it a lot easier for the purpose of issuing their degree certificate at a later stage.
It is worth mentioning to students who don’t provide legal documentation of name change at the point of registry, that if they do legally change their name/gender at a later date, it would be worth providing the certificate when they receive it to ensure that this is covered.

I hope that is of some help.

Best wishes

Anna Spragg

Equality and Diversity Advisor
Goldsmiths, University of London
New Cross
London
SE14 6NW

T: 0207 717 (3194)

E: [log in to unmask]<mailto:[log in to unmask]>
www.gold.ac.uk<http://www.gold.ac.uk/>

[Goldsmiths]

[cid:image010.jpg@01D14C5C.9C59D450]          [http://disabilityinbusiness.files.wordpress.com/2012/10/disability-two-ticks-e.gif]     [stonewall-diversitychampion-logo-black NEW 2016]

From: HEEON equal opportunities list [mailto:[log in to unmask]<mailto:[log in to unmask]>] On Behalf Of Mark Harrison
Sent: 25 November 2016 13:37
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Changes to student records

Colleagues,

We are currently revisiting our approach to ensuring gender reassignment and trans equality.

Can I ask you to share your practice in respect of changes to student records?

What documentation do you require from trans students in order to make changes to their formal records and to their degree certificate?

Many thanks

Mark


Mark Harrison
Diversity and Inclusion Manager
Governance and Compliance Directorate
SOAS
University of London
Thornhaugh Street,
Russell Square, London WC1H 0XG
Tel: +44 (0)20 7898 4957<tel:%2B44%20%280%2920%207898%204957>
[log in to unmask]<mailto:[log in to unmask]>
[log in to unmask]<mailto:[log in to unmask]>   http://www.soas.ac.uk<http://www.soas.ac.uk/>




--


Dave Small | Equality & Diversity Manager | University of Portsmouth | Unit 2 Room 1.30 | St Andrew's Court |St Michael’s Road| Portsmouth | PO1 2PR

[log in to unmask]<mailto:[log in to unmask]> | 023 9284 5774 |[Image removed by sender.] @UoPequality <https://twitter.com/#!/uopequality> | http://www.port.ac.uk/equality

[Image removed by sender.]  Signup to the weekly UoP Equality & Diversity Twitter Newsletter<http://paper.li/uopequality/1444138283?edition_id=78af4a60-7d69-11e5-aa0d-0cc47a0d164b&utm_campaign=paper_sub&utm_medium=email&utm_source=subscription>

[Image removed by sender.] Student Equality Moodle Resource<http://moodle.port.ac.uk/course/view.php?id=8501>

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Registered Office: Sparkford Road, Winchester, Hampshire SO22

4NR


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See our Storying LGBT film at: www.sheffield.ac.uk/hr/equality/networks/lgbtnetwork/storyinglgbt-tuos<http://www.sheffield.ac.uk/hr/equality/networks/lgbtnetwork/storyinglgbt-tuos>
[https://docs.google.com/uc?export=download&id=0B81TYhNeUCPCbmZoaTFaeGxZTnc&revid=0B81TYhNeUCPCLzh4dlZ2cUlrRG5Eb2hiWGxPTUxzdk9ncDZBPQ]         [https://docs.google.com/uc?export=download&id=0B81TYhNeUCPCWWVDUmU2VFYyazg&revid=0B81TYhNeUCPCeGRheUpKaWdGSW5zQ0xsZWg3WXFkWDlQT0VRPQ]


"We are deeply proud of our international university communities and what we gain from our diverse student and staff population is immeasurable. Scholars from across the continent and the world enhance our academic life, knowledge and our economic growth. They are central to the teaching of students and research in everything from medicine and science to engineering, social sciences and the arts and humanities.

"We are committed to ensuring our universities remain diverse, inclusive communities of international scholarships open to students and staff from across the world.

"We will continue to ensure our research knows no geographical boundaries and our students and staff from around the world are able to celebrate their own cultures and friendships.

"Our commitment to the UK remaining a welcoming home of global scholarship, which provides a superb education to the most talented people from around the world, remains firm."

Information related to this message is available at http://www.weareinternational.org.uk/.

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Date:    Mon, 28 Nov 2016 18:09:48 +0000
From:    "Akinsanya, Moni" <[log in to unmask]>
Subject: Keeping Race Equality on the Agenda

Dear Colleague,



Pease find attached an invitation to the Launch event of the LJMU Race Charter.



We recently signed up to the ECU Race Charter and would like to launch the Race Charter activities of the University with a Symposium. The event, "Keeping Race Equality on the Agenda," will take place on 22nd March 2016.



Please register to attend via  https://ljmuracecharterlaunch.eventbrite.co.uk



We do hope you would be able to join us on the day.



With best wishes


Moni

[Liverpool John Moores University]<http://www.ljmu.ac.uk/>

Moni  Akinsanya
LJMU Equality and Diversity Adviser,
3rd Floor Kingsway House, Hatton Garden, L3 2AJ
t: 01512318141 e: [log in to unmask]<mailto:[log in to unmask]>




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End of ADMIN-EO Digest - 28 Nov 2016 (#2016-194)
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